Thomas Jefferson University

Room Use Instructions

As members of the Jefferson community and users of University space, all event organizers and attendees are expected to maintain a professional demeanor.

In addition, everyone is expected to abide by the Space Management and Room Reservation Protocol. Any violation to the protocol will impact the future reservations of a space by you and your group, and potentially by others.

  • Prior to the Start of the Event:
    • Use the EMS Web App to ensure the room you need is reserved. You can check the web app to track the status of your request.
    • Use the EMS Web App to reserve AV, custodial and security services within each department’s timeframe.
    • Refer to latest room confirmation to remind yourself of when the room is available for setup and breakdown.
  • At the start of the event:
    • If another group is using the room right before you.
      •  Please wait until your start time before attempting to enter the space.
      • Please be respectful and keep conversations at a low volume and to a minimum while waiting.
    • Check to ensure the services you requested are delivered and contact the appropriate department if there is a lapse in service.
  • At the end of an event:
    • Start wrapping up your event/presentation 10 mins prior to the event end time so that any event scheduled immediately after can being on time. 
    • Gather all trash and dispose of it in the correct receptacle. If there is more than you anticipated please contact custodial services (215.955.6846).
    • Leave the room in a usable condition with tables, chairs and other University property in good order.

In an event that you find that the space you have reserved is being occupied by another group, please follow these instructions:

1.Ensure that you have the correct room and time. This can be verified through the EMS Web App, the University Calendar, or your reservation confirmation.

2.After verifying the correct room and time, respectfully inform the other group that you have the space reserved.

3.If the other group refuses to leave, please get the identifying information of that group.

4.If this happens:

 - Monday–Friday between 8:30 a.m.–4 p.m.—contact SMRR at x5-8603 or

- Monday–Friday after 4 p.m. or on weekends—please contact the guard posted in the lobby, they can verify who has the space reserved.